Travel and accommodation claims

• A meal allowance while travelling (no tax receipt is required by TASC however you may need to retain copies of your receipts under ATO travel allowance/income ruling):
  • dinner and breakfast allowance may be claimed for an overnight stay (at the overnight rate) unless these are included in the accommodation deal (and the accommodation component of the bill exceeds the allowance).
  • a lunch allowance (at the overnight rate) may be paid where travel times align with the schedule of allowances and the work has necessitated travel (or ongoing work) over the lunch period.
• An overnight accommodation allowance where necessary to attend a TASC compulsory in-person meeting that has received confirmed travel approval before travelling:
  • a copy of your receipt must be provided to TASC (you may need to retain copies of your receipts under ATO travel allowance/income ruling).

• The time taken to travel to compulsory TASC meetings (or exam centres for Markers).
• Daily lunch allowance for same day travel under 60km from your usual place of work
• Allowances on a day when there is no TASC meeting (compulsory meeting or exam centre gathering).
• Any travel allowances to attend exam centres when supervising exams
• Costs associated with accommodation and travel if the TASC meeting (or marking centre) is under 60kms from your place of employment.

TASC has expectations regarding reimbursements paid for vehicle hire and private motor vehicle use when attending compulsory meetings.

Approval from the relevant TASC delegate must be obtained in advance of any travel being undertaken.  Travel allowances and reimbursements will only be processed if approval has been granted after submitting the Request for Approval for Travel Allowance form.

• Sessional staff are expected to use work cars and travel with other employees wherever possible. DoE teachers can access corporate pool cars from are Hobart City Pool Cars (Melville Street and Campbell Street) and Letitia House. Southern-based Independent and Catholic School teachers can contact TASC to book a DoE corporate pool car.
• TASC can arrange an AVIS hire car for sessional staff travel (view Avis office locations), bookings can be requested via the Vehicle Hire Approval Form. Please be mindful that we are charged in 24 hour blocks.
• If (and only if) work pool cars, car pooling or AVIS hire cannot be arranged, sessional staff may be approved to use their own vehicle, please note the Application to provide private motor vehicle form  will also need to be completed before travelling and expires after the exam period, this form needs to be resubmitted each year.
• TASC will reimburse for approved travel if you travel more than 60kms one way from your normal place of employment.

Note:

TASC sessional staff are considered ‘occasional users’ and therefore an allowance shall be paid in accordance with the current Department of Education allowances as set out on the Travel Reimbursement of Expenses Claim form.

Other transport expenses (receipts essential)

If you are claiming for fuel as part of your Travel Reimbursement of Expenses Claim, the official receipts with an ABN must be provided. Please note that fuel expenses cannot be claimed if you are using a private motor vehicle and accessing the per-kilometre rate.

Additional information is available in the schedule of allowances.

READ the TASC Travel and Accommodation Guidelines before making any travel or accommodation plans. The guidelines set out the requirements to have your travel approved by TASC in advance, travel options and allowances.

Please note you can only claim up to the set allowance amounts, not reimbursement of actual costs.

1. Before you travel:

• At least 10 days before travelling you must complete the Request for Approval for Travel Allowance form and await your confirmation email to advise whether you have been approved to receive travel allowance/s.  Please note approval is for a single travel event, whether single or multiday, separate requests may need to be submitted if you require further travel.
• If you are going to apply to use your own car for the travel, complete the Application to provide private motor vehicle form so you can be approved to use your own car for work-related purposes.
• Submit the forms and details of the requested travel to team@tasc.tas.gov.au. We will email you to advise if it is approved.
• This must happen before we can process your travel claim. Do not submit any claims for travel until you are advised it has been approved as this could mean that your claim will not be paid.

2. When you travel:

• Keep details of your travel (including times, kilometres travelled and meals). We recommend filling in the Travel Diary as you go. The Travel Diary is part of the Travel Reimbursement of Expenses Claim form (it is the second tab at the bottom of the spreadsheet) and needs to be submitted when you make your travel claim.
• Keep copies of all your receipts/tax invoices.  Your receipts for accommodation and any incidental expenses will need to be submitted when you make your travel claim. (TASC does not need to see copies of meal receipts for meal allowances).  However, the Australian Taxation Office may require you to keep all travel receipts.

3. Making your travel claim:

• Submit your travel claim after you have travelled (within 20 days).
• Use the Travel Reimbursement of Expenses Claims form (Excel spreadsheet with two tabs):
  • Make sure you have completed and signed the ‘Travel Diary’ (the second tab at the bottom of the spreadsheet)
  • Complete the ‘Travel Reimbursement of Expenses Claim Form’ (the first tab in the spreadsheet). Do not alter any of the preset amounts.
  • Submit the form to team@tasc.tas.gov.au with all receipts for accommodation and any incidental expenses attached. (Meal receipts are not required).

Note, if any of the above has not been followed or documents are not attached, your claim cannot be processed in a timely manner and may be returned to you for correction.